CSUF Online Campus Calendar
Instructions for Use
July 2006
When determining what should appear on this calendar and what categories to select, keep our
intended audiences in mind:
 Prospective Students and Parents
 Current Students
 Faculty and Staff
 Alumni
 Donors
 Community
Purpose
The purpose of the combined online calendar is:
 to provide a simple, easy-to-use resource to the many audiences that have an interest
in the university
 to promote/announce the many university events/deadlines in an attempt to keep our
audiences informed
 to present a professional, organized and friendly image of the university
The purpose is not:
 to promote events that your college/department will be attending
 to promote events/deadlines that involve only a small group of the internal audience
(i.e., attendance and payroll deadlines for a college/department, deadlines for deans/chairs,
internal meetings/planning sessions)
Guidelines for Use

YOU are responsible for any event that is submitted using your login/password.

Inform your area that you are the contact for calendar events. It will be up to you to instruct them as to how you’d like
to receive the information (suggestion: use/customize the provided submission form).

Make sure you have the proper internal approvals before submitting any event to the calendar.

For student-related events, acquire approval from the Student Affairs division, as appropriate.

Write the event description with the off-campus audience in mind – avoid university language, acronyms and
abbreviations. Try to be objective and consider what they would want to know.

Write in a professional manner – every word is a reflection of the university.

Include every possible email, telephone number and web address that may be required for more information – make it
as simple as possible for visitors to register for and attend your event.

Misuse of the categories will result in an ineffective calendar. Select only the categories where visitors will search for
your event.

Before you submit an event, check to see if it’s already listed. Some events will involve several
departments/programs/colleges.

Be creative with the name of the event. Your event will appear in a long list within a category. Again, think of your
audience and use easily recognized descriptive text that will attract visitors to your listing.

Remember to review your submitted events on a regular basis. Make sure the information is still correct.

IMPORTANT: Every time you attach an image (graphic or picture) or a document for your event, you HAVE to add a
few words of text describing the image or document in the fields provided on the online event submission form – this
keeps us in good standing with our required 508 standards (allowing those with disabilities to use the website).
Permissions
Each calendar user has been given limited permissions. Your primary purpose is to add/modify/delete events. You also
have permission to add locations (but please check the pull-down menu first to avoid multiple listings). If you find that the
set-up for your area is not working for you, please contact the calendar administrator, Sheila Faris-Penn,
sfarispenn@fullerton.edu, x7732 [formerly Mary Medico]) for assistance.
When setting up the calendar, it was important to streamline the process. The current setup only requires approvals for
events submitted for a few categories that need to maintain control over what is published in their areas. An appointed
person in each of these areas will have the authority to approve but they also have the authority to deny events that are
not appropriate for their category. In most cases, the people in charge of these locked categories will be the main person
submitting events for that category – so the approvals will be minimal. Locking the categories just helps to insure that
strange entries don’t show up on the Academic Calendar, for example.
Those of you who will be largely responsible for the events in these locked categories are considered “owners.” You will
be able to submit your events for your category for immediate posting.
The “locked” categories include:
 Academic Calendar (to be reviewed by Academic Affairs, Davida Hopkins-Parham)
 Admissions (to be reviewed by Admissions and Records, Maria Mezhinsky)
 Arboretum (to be reviewed by the Arboretum, Elizabeth Gilson)
 Arts (to be reviewed by the College of the Arts, Wally Farrelly)
 Athletics (to be reviewed by Athletics, Mel Franks)
 Bookstore (to be reviewed by Titan Shops, Omar Iftikhar)
 Campus-wide Events (to be reviewed by Public Affairs, Robby Nisenfeld)
 Continuing Education (to be reviewed by University Extended Education, Jane Payne)
 Irvine Campus (to be reviewed by Irvine Campus, De Lana Hamblin)
 Students, Current (to be reviewed by Student Affairs, Lea Jarnagin and staff)
 Support CSUF (to be reviewed by Advancement, Sheila Faris-Penn)
So to summarize, every user can request that their event appear under any category. However, if they submit an event for
one of the above “locked” categories, the event is subject to approval and the publishing of their event will be delayed until
approval is received.
Think ahead and submit your events early. Because there will be approvals required for some of your events, you will
want to allow enough time for the approver to review them and still be posted in advance of your event.
NOTE TO CATEGORY OWNERS: You will receive email notification when you have events to approve. I suggest that
you set up a folder where all your calendar notification emails will go (set up a “rule”) and then check it often (Subject lines
all begin with “Calendar Event…”).
Highlighting Events
You haven’t been given the permission to highlight events. This area will be reserved for major events on campus. If you
have an event that you’ve posted that you’d like to have included in the Highlighted Events area at the top of the calendar
main page, please contact the calendar administrator, Sheila Faris-Penn, sfarispenn@fullerton.edu, x7732) for
assistance.
Departments
The departments are a required part of the online calendar structure used to group users together. When submitting an
event, the department is the first item you have to indicate on the submission form. The department information doesn’t
appear on any published area of the calendar. Most of you only have one choice for the department – use that department
for all your event submissions.
Categories
Each authorized user submitting events to this calendar has the ability to request that their event be listed under any
category. It’s important when submitting an event that you look at the category list and select only those categories where
visitors would search for your type of event.
Below are basic explanations for each category. Use this list as a guide as you select the proper categories to promote
your event.
Academic Calendar
This category is reserved for official dates/deadlines/announcements as determined by the Academic Affairs Division.
Admissions
This category is reserved for official dates/deadlines/announcements as determined by the Admissions and Records
office.
Alumni
All events that would be of interest to visiting alumni – consider including this category often.
Alumni - Alumni Association
This category is reserved for official announcements as determined by the Alumni Association office.
Arboretum
This category is reserved for official announcements as determined by the Fullerton Arboretum office.
Arts
This category and associated subcategories (Classical Music, Dance, Jazz, Musical Theatre / Opera, Theatre, Visual
Arts) is meant to include all the event announcements for the College of the Arts.
Athletics
This category and associated subcategories is reserved for official event announcements as determined by the Cal State
Fullerton Athletics office.
Bookstore
This category is reserved for official dates/deadlines/announcements as determined by the Titan Shops.
Campus-wide Events
All events that involve a major segment of the current student and/or staff/faculty population or are of major interest to the
community – such as Front & Center, Concert Under the Stars, Commencement…
Community Events
All events that would be of major interest to the community or are designed especially for the surrounding community –
this can include fundraising events, if there is a wide appeal.
Community Sporting Events
This category and associated subcategories is reserved for official event announcements as determined by the Cal State
Fullerton Athletics office.
Conferences / Seminars
Major on- or off-campus conferences and seminars sponsored by Cal State Fullerton that would be interest to members of
the community as well as faculty/staff, or a system-wide event held on our campus that would involve a large group of
faculty/staff.
Continuing Education
This category and associated subcategories are reserved for official dates/deadlines/announcements as determined by
the University Extended Education office. This includes announcements for OLLI (formerly CLE) events that are open to
the public.
Exhibits
Any organized exhibit held on campus or at Grand Central that is open to the public.
Faculty
This category can be used for general faculty events/deadlines/announcements that will be of interest to all faculty.
Faculty – Faculty Development Center
This category is reserved for official event announcements as determined by the Faculty Development Center office.
Internship Programs / Service Learning
All internship opportunities for graduate and undergraduate students.
Irvine Campus
This category is reserved for the major dates/deadlines/announcements as determined by the Irvine Campus.
Lectures
Includes faculty lectures as well as visiting speakers coming to campus that have a wide appeal and would be open to the
public.
Staff
This category can be used for general staff events/deadlines/announcements that will be of interest to all staff.
Staff – Training
This category is reserved for university-provided training specific to our staff.
Students, Current
This category can be used for any events/announcements that would be of interest to current students that don’t fit into
one of the subcategories below.
Students, Current – Associated Students (ASI)
This category is reserved for events/announcements as determined by the ASI office.
Students, Current – Career Events
This category is meant for events/announcements sponsored by the Career Center but other appropriate events may be
included.
Students, Current – Clubs and Organizations
This category can be used for any events/announcements that would be of interest to current students that are involved or
would like to be involved in campus clubs and organizations.
Students, Current – International Students / Study Abroad
This category can be used for any events/announcements that would be of interest to current international students as
well as those interested in studying abroad.
Students, Current – Social Activities
This category can be used for any events/announcements that would be of interest to current students.
Students, Current - Testing
This category is reserved for official dates/deadlines/announcements regarding student testing as determined by the
University Testing office.
Support CSUF
All fundraising events associated with a support group that are open to the public and offer an opportunity to support the
university.
Workshops
Different from a lecture in that there may be interactive components to the gathering. Different from a conference in that it
is scheduled for a morning or an afternoon or over lunch.